Detailed job description and main responsibilities

Main Duties and Responsibilities

 Communications and Leadership

To communicate with all contacts effectively and efficiently both internal and external to the trust.

·           To communicate information to all members of the pharmacy team.

·           To be responsible for notifying the Procurement manager about any supply issues and assisting in a resolution.

·           To liaise with wholesalers and suppliers

·           Could communicate effectively using all types of communication including e-mail, telephone and person to person.

·           Communicate stock shortages and discrepancies in line with agreed procedures.

·           When assembling orders communicates with all pharmacy teams with regards to medicine ordering and availability matters.

·           To receive telephone messages from internal and external callers and deal with accordingly.

·           Liaise with Senior Pharmacy Support Workers and the Technical team on all matters relating to receipt and distribution of orders.

·           To be patient and understanding when dealing with new members of the pharmacy team.

·           To be responsible for the accurate completion of all documentation.

·           Develop good communication with customers and colleagues.

·           To direct any controlled drugs deliveries to an authorised member of staff.

·           Provide clear, correct and concise information when dealing with customers and external suppliers.

·           Know when to refer appropriate queries to the relevant member of the Procurement, Distribution and Homecare team or the Dispensary team.

When Competency is reached to engage in the following tasks

·           Independently raise and send purchase orders via EDI or email ensuring accuracy at all times.

·         To support receipt staff by raising credits/claims for any returns to suppliers.

·           Assist in routine stock taking in pharmacy.

·           To be responsible for checking expiry dates, correct storage and turnover of stock in a designated section of the pharmacy each month.

·           Direct any invoices or payment queries to the invoice clerk or the Procurement Manager.

·           Disposal of expired or damaged stock appropriately as per trust policy.

·           Ensure that the security of the Pharmacy and goods held in the Pharmacy is maintained.

·           To carry out physical movement of stock between Receipt, Storage and Distribution.

·           Competent to be able to operate the Pharmacy Automation system and problem solve any issues with the equipment used in the area.

·           General stock management and problem solving in a stores environment

Responsibility for Patient Care

• To be responsible for carrying out all activities within MHRA Distribution Standards to ensure a quality product is delivered to the external customers or internal wards & departments.

·           Ensuring that all environmental monitoring is carried out and documented in the department according to procedures.

·           Ensuring that the storing and archiving of all documentation is done correctly to enable prompt retrieval if required.

Planning and organising

·           To ensure that all work is carried out in a planned and organised manner and when necessary, assists other members of the pharmacy team to maintain a satisfactory level of service.

·           Organise your own workload and ensure all information is cascaded appropriately.

·           To assist in the development of new ways of working including optimum use of computer systems and IT

·           Plan and organise own work schedule and work without direct supervision

Responsibilities for Physical and Financial Resources

·           Check that medicines are being stored correctly in the Pharmacy department and do not exceed their expiry date.

·           Being able to use the Pharmacy Automation system and be involved in the housekeeping and general maintenance of the machine in order to ensure it is working correctly and within requirements.

·           Assist in putting and replenishing stock on pharmacy shelves, maintaining good stock rotation to prevent product wastage.

·           Ensure that orders are assembled, checked and ready for dispatch according to procedures and schedules.

·           Process and maintain necessary records relating to procurement receipt and distribution activities.

·           Filing source documents in accordance with departmental procedures, ensuring that   stored material is in good condition and readily retrievable to resolve any queries that may arise.

·         Maintaining an effective working relationship with all trust staff members and suppliers of goods and services to ensure the delivery of a professional service focused on achieving a high level of customer satisfaction.

·         Accurately issues stock to wards, departments, peripheral hospitals and external customers and clinics.

Responsibility for Policy & Service Development and Implementation

·           To follow all policies and procedures provided by the department and the Trust Promotes further development of the service by constructively commenting to line manager any changes/issues within procedures.

·           To embrace and support line management and the department in making service improvements effective within the workplace.

·           Any other duties appropriate to the grade which may be asked by the Procurement Manager.

Responsibilities for Human Resources and Leadership 

·           To support new or less experienced work colleagues to adapt to the workplace.

Responsibility for Research & Training 

·           To participate in training and development activities relevant to the job role

Responsibilities for Data and Information Resources

·           To collect information for statistical purposes

·           To review data in order to avoid unnecessary issue of medicines e.g. duplication

·           To assist in stocktaking procedures.

·           To be able to archive and retrieve data if required.

·           To be able to interpret any reports from EMIS relevant to the role including view logs.

·           To be able to interpret other software systems that are used in the day to day roles within Procurement and Distribution.

Research, Development & Audit

·           To assist in departmental audits

·           Audits and surveys own work as required.

·           Participates in projects of a research nature.

Physical Skills and Effort

·           May on occasions be asked to assist with the manual handling of heavy boxes.

·           After training, will be required to use the electronic delivery trucks and departmental electronic pallet trucks in movement of bulky items.

·           Be able to gain access to the pharmacy automation system in order to maintain its upkeep and ensure its smooth running to be able to provide medication for dispensing.

General Duties

This section is applicable to all employees of the Trust and needs to include the following points as standard.

·           At all times to practice in accordance with the Code of Ethics of the Pharmaceutical Society of Great Britain.

·           To participate in any new arrangements that may involve flexible working e.g. extended hours or 7 day service.

·           To participate in emergency duties according to local agreement.

·           To participate in weekend and Bank Holiday working as required.

·           To provide cover when appropriate

The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trust’s policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.

•             If successful this vacancy will require a Standard DBS check at a cost of £26.90. This cost will be deducted from your first Trust salary

In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £16.